2021-01-28 PM Leads Meeting notes

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Joanna Kang (Unlicensed), PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Caitlin Nelson, SILS Service Manager, out on leave

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Checkin/quick updates/anything from slack or email Don’t forget to check the Task report for your outstanding tasks and check them off when done.		0	All
2	Training, IC, PPC, SSM, EUOS	Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?	30	All	Can EUOS provide a few high-level milestones for the Project Timeline Overview page? (press releases, communications, assets) Press releases timeline, End-User UCOP website Joanna will get this info for the timeline There is a subgroup within EUOS working on the EUOS page of the SILS website. Planning to go live on the site on Feb 15th. Fonts Any response to email sent to UCOP requesting temporary use of fonts? Joanna emailed the contact that was listed. No word yet. Individual campuses do not seem to have access to the UC fonts via Comm staff. Need to bring this forward to GW and CS for other suggestions for either reaching the branding people or getting access to the fonts (including purchasing them for Kimmy). Followup (discussed 1/21): Will logos or other materials be optional for campuses or mandatory for all 10? If mandatory, further approval may be needed. (1/21) No decision yet on branded assets. EUOS is not envisioning a logo for the Primo header bar. Joanna will keep us informed. It will be a watermark logo with the UC fonts. The recommendation is that the search bar will look the same for each campus. Discovery is strongly recommending this be standardized but not mandatory Accessibility - SILS guidance/governance If an accessibility statement is added to spring workshop training invitations, is SILS WG prepared to provide the accommodations? (“If you need accommodations, please request them two weeks in advance” type of statement) Do recordings need to be captioned? What resources (ex. paid student workers) are needed/available to correct live-captioning? The accessibility statement has never been offered before in SILS (and so far no one has asked for an accommodation) Can IT offer accommodations? How would this be accomplished? Ask Ex Libris if we can caption the trainings Ex Libris cannot caption trainings since they’re not in charge of the recordings Campuses that don’t have access to Zoom captioning - how will they handle this? Who can they ask at their campus? IT reps will need to find the answer to this on their individual campuses. Pathway for guidance/mandate: WG → COUL → local campuses? IT is concerned that they will not be able to fix captioning / pay for a student to do this Is SILS guidance to just not fix the captioning? Is accessibility a priority for the SILS project? Would IT be given students to fix captioning or allowed the time to work on making the trainings more access-friendly? Does this need WG and/or CoUL approval? Brian David could be a contact for anyone wanting to discuss access in more detail. [added after meeting], original questions from IT: SILS-wide: What is the SILS guidance/mandate on the accessibility of content created by SILS? How are we managing accommodation requests? Are we asking folks to contact us if they require an accommodation, and if they did/do, how would we fulfill that request? How are we ensuring that the content created in Confluence is accessible? Workshops: What has Ex Libris offered to increase the accessibility of their workshops? [does this question need to go to ExL?] Can we ensure there is live captioning for the next workshops? How can we ensure that the recordings or workshop trainings are accessible? Learning curve anxieties and messaging Setting clear expectations from senior leadership level Beyond training post go-live, what is the plan for managing faculty/student/other patrons during the learning period? Questions are coming in to IT about what they will be able to do on day 1 of go-live There is also concern from staff about losing their job due to inability to perform in the new system. Public Services staff are some of the most worried because they are concerned that they will get in trouble with their supervisors for not being expert on Primo VE. IT is talking with EUOS and EUO local groups about local training. IT has formed a subgroup to discuss local training and create a check list and gather existing training materials. The ask is to get senior leadership to communicate about this: what’s the process for dealing with faculty, students and staff who have day 1 needs that we cannot meet because we are not expert enough in the system How did already-Alma campuses manage this?		@Christine Barone (Unlicensed) and @Lena Zentall (Unlicensed) to talk to GW and CS about suggestions for either reaching the branding people at UCOP or getting Kimmy access to the UC fonts @Christine Barone (Unlicensed) and @Lena Zentall (Unlicensed) to ask if accessibility is a priority for the SILS project. Can IT use an accessibility statement on their trainings (“If you need accommodations, please request them two weeks in advance”)? If so, can resources be given to IT to have transcripts corrected? Does this need WG and/or CoUL approval? Brian David could be a contact for anyone wanting to discuss access in more detail. What is the SILS guidance/mandate on the accessibility of content created by SILS? (see notes for more) @Christine Barone (Unlicensed) and @Lena Zentall (Unlicensed) a request for some type of communication from senior leadership about what expectations are for day 1. IT is hearing concern from public facing staff about the security of their jobs, unrealistic expectations of managers with regard to the level of expertise they will have on day 1 and managing faculty and patron unhappiness with their lack of skill in the new system.
3	Premortem followup work	Finish premortem followup work.	15		Premortem checkins - Continue work MOVE TO NEXT WEEK’S AGENDA
4	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: All Track attendance: Post to SILS Chairs slack channel on Monday before meeting: If no agenda items or pressing issues by EOD Monday, we’ll cancel the Wednesday meeting.	Topics for next meeting: Feb 10 Proposed Agenda Topics	0	All
5	Parking Lot				If time: timeline questions
6			5	All	Any actions or decisions missed?
7		Total	50/50